Vein to Vein information system reform

The Blood Service is currently in the process of building a new comprehensive information system. The system lays the foundations for the digital future of the blood supply chain. For blood donors, the initial phases of the reform will be visible in the form of an electronic health questionnaire, that will be introduced during the fall 2018. It is recommended that blood donors fill in the questionnaire already in advance, as it makes the donation visit run smoother than before, and might also point out any matters that can prevent donation. The questionnaire can be filled in either by smart phone, tablet or computer.

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Already in the early stages of the reform, hospitals will be offered an online service for the ordering and delivery process of products. In the future, the aim is to collect new research information to serve as a basis of, for example, development of treatment recommendations.

For blood donors, the initial phases of the reform will be visible in the form of an electronic health questionnaire. According to the schedule right now, the electronic health questionnaire can be introduced during the fall 2018. The health questionnaire should preferably be completed in advance at home or for example during the bus journey on the way to donate blood. In the future, the questionnaire can no longer be completed in paper format.

The form can be filled in on a smart phone, a tablet, a computer, or at the blood donation site using the Blood Service’s devices. We provide guidance to donors on site, if necessary. The form can be completed the day before or the same day as the planned blood donation.

The on site registration for blood donation will also change when the new questionnaire will be introduced.

Questions and answers on the electronic health questionnaire and on site registration

Q: What is the Vein to vein information system reform all about?A: The information system reform will build a compatible system between the hospitals and the Blood Service. The electronic health questionnaire to blood donors is part of the reform.

Q: Why is the electronic health questionnaire introduced?A: The electronic health questionnaire is part of the reform, where a shared information system is being built between the hospitals and the Blood Service. The electronic form will speed up the flow of blood donation events, as it can be completed in advance regardless of location. It also enables making a light and preliminary assessment of donor eligibility in advance, as the questionnaire points out any matters that can prevent donation.

Q: When will the electronic health questionnaire be introduced?A: According to the schedule right now, the electronic health questionnaire to blood donors will be introduced during the fall 2018, and after that paper versions of the health questionnaire will no longer be used. You will be provided guidance for filling in the form on site.

Q: Why has the introduction of the electronic health survey been delayed?A: The launch of the electronic health survey was planned for autumn 2017, but the Vein to vein information system reform has turned out to be more complex than anticipated. The operating environment has also changed – cyber risks are increasing all the time, and the Blood Service wants to be sure that the system is one hundred percent reliable when it is launched. We will also reserve enough time to test the system as a whole and to train the personnel. Our key priorities that cannot be jeopardised at any time include ensuring the availability of blood products, and donor and patient safety. This is why we need more time to finalise the system.

Q: Can the health questionnaire still be filled in as a paper version?A: No. In the future, the health questionnaire can be filled in only electronically, either by smart phone, tablet or computer. You can also fill in the questionnaire at the donation site using Blood Service’s devices. You can get guidance on how to fill in the questionnaire, if necessary.

Q: Do I need my electronic banking codes to fill in the health questionnaire?A: You do not need your electronic banking codes. You enter your personal identity code and name information into the system, on which basis you can be identified. Your personal information and the answers you have given in the health questionnaire will not transfer to the Blood Service system before you come to the donation site and present your ID to the self-service registration machine or a nurse.

The system is fully secure and the data is encrypted, so it cannot end up in wrong hands. When you submit the form or interrupt filling in the form, the information you have entered is automatically cleared when you exit the browser window. In other words, filling in the form is safe also when using a shared computer, as long as you remember to exit the form or close the browser after use.

Q: I do not have a smartphone. How can I fill in the health questionnaire?A: You can fill in the health questionnaire on a computer or a tablet, or at the donation site using the Blood Service’s device. The staff will assist you with filling in the form, if necessary.

Q: How does the electronic health questionnaire affect the blood donation process?A: The electronic form speeds up the blood donation visit, because the form can be completed at home the night before or even on the bus on the way to the donation site. The information you provide on the form remains valid from the time you fill in the form to the following day.

Also the registration for blood donation on site will change. In the future, registration takes place using a self-registration machine. The device reads the barcode on your ID or Kela card. If you do not have an ID or Kela card with a barcode with you, you can enter your personal identity code to the device manually. Please note that you still need to bring an official photo ID with you, because the nurse checks your identity.

From the registration onward, your blood donation visit will go in the same familiar and safe way as always. Please, be prepared to present your ID several times during the donation visit.

Q: What if I do not come to donate blood, even though I have filled in the health questionnaire?A: If you are unable to come to donate blood the next day, the health questionnaire will self-destruct. In this case, it never ends up in the Blood Service’s information system. You need to fill in the form again, when you are able to donate again.

Q: What if I notice that I have given a wrong answer to a question or my health status changes?A: If you notice that you have given a wrong answer to a question, you can change your answer on site in connection with a conversation with the nurse. Of course, you can also fill in the questionnaire again, in which case the new form replaces the old one. If you are in doubt whether you can donate blood, please call the free information number for donors on +358 800 0 5801 (Mon to Fri from 8 am to 5 pm).

If your state of health changes after you have filled in the form, and you cannot donate blood after all, it is OK. The form self-destructs automatically if you do not come to donate the following day at the latest.

Q: Can the health questionnaire still be filled in at the donation site before blood donation?A: The health questionnaire can also be filled in at the donation site either using the Blood Service’s device or on your own smartphone, tablet or laptop. Our staff will assist you with filling in the form, if necessary. Paper forms will no longer be used after the introduction of the electronic health questionnaire.

Q: Is the information you have recorded on the form safe?A: The electronic health questionnaire is fully secure and the data is encrypted, so it cannot end up in wrong hands.

Q: Where can I get assistance for filling in the form?A: The Blood Service staff will be happy to help you if you need assistance at the transfer location. You can also call our free information number for donors on +358 800 0 5801 (Mon to Fri from 8 am to 5 pm). Our service number also provides assistance with questions related to your eligibility to donate.

Q: When will it be possible for me to keep track of my own donation data on the website?A: It is not yet possible to track or check your personal data on the website. However, there are plans for providing this service at a later stage of the information system project, and, hopefully, it will become available within a few years. The service requires strong authentication using, for example, electronic banking codes or mobile ID, which the electronic health questionnaire does not require.